New ways of communication continue to increase in this technological era, but email remains a dominant and widely utilized form of communication globally, especially in business settings.
When setting up an email service for the first time, it is typical to encounter terms like POP, IMAP, and SMTP. While they may seem complex initially, understanding these terms is crucial for sending and receiving emails on various devices like computers and smartphones.
If you need to create an email account but are unfamiliar with terms like POP, IMAP, and SMTP, this guide will help you understand their meanings and decide which option is most suitable for you.
Meanings of POP, IMAP, and SMTP
To make a selection, it is crucial to grasp the meaning of each of these abbreviations and comprehend their consequences. It is important to note that POP, IMAP, and SMTP are protocols used for emails, defining the rules for sending and receiving messages.
What does POP stand for?
POP or POP3 is the protocol utilized for retrieving email messages from a server. With the POP protocol, a computer program or app connects to the server to download all messages received since the last check. Users can choose whether the messages remain on the server after downloading based on their settings.
The term POP is derived from Post Office Protocol and is recognized for its offline functionality. This is due to the fact that emails can be accessed without an internet connection by downloading them from the server.
IMAP is a protocol used for email retrieval.
IMAP is a protocol that enables synchronization between a program or app and a mail server. Unlike the POP protocol, IMAP allows for syncing folders and message markings, such as tags, ensuring that the program reflects the messages and organization on the server.
The abbreviation IMAP stands for Internet Message Access Protocol, which enables more control over the email inbox and offers additional benefits.
What is SMTP?
SMTP is the protocol utilized for sending emails, but it cannot be used to retrieve messages stored on the server. The acronym SMTP stands for Simple Mail Transfer Protocol, denoting a straightforward method for transferring emails.
The SMTP protocol is typically paired with either POP or IMAP to enable the reading and sending of email messages regularly, except for mass email trigger tools used in email marketing, which only require a sending protocol.
POP or IMAP: How to decide and which one to select?
The decision to use either POP or IMAP protocols is made when setting up email programs for receiving messages on various devices and operating systems. These programs rely on SMTP for sending and either POP or IMAP for receiving emails.
Webmail accounts, offered by email providers, allow users to access email services through a web browser without the need for additional setup. With webmail, emails are managed directly on the server, eliminating the need to download or store messages locally. However, the limitation of webmail is its reliance on a browser, potentially leading to slower performance in certain situations.
Now that we know when protocols are needed, it is important to determine the most suitable one for each situation, considering that every choice has its pros and cons. Various scenarios can be more beneficial or not depending on the option chosen.
When the POP may be most suitable for receiving emails
Select POP if you:
- Desire to retrieve all incoming messages from the server.
- Wishes to access emails offline.
- There is limited storage capacity for emails on the server.
- You may wish to restrict email access to specific devices, which can be beneficial for companies aiming to prevent employees from sending or receiving emails outside of working hours or locations. It’s important to note that alternative approaches, like using a VPN, are also available for achieving this goal.
Benefits of utilizing POP:
- Once you have downloaded them, all emails are accessible on the user’s device, even when offline.
- You can save a small amount of email storage space by setting the program to remove server messages once they are downloaded.
- All emails on the user’s device are backed up.
Disadvantages of employing POP:
- Without a backup copy of the emails, users risk losing all messages if they encounter device issues.
- The POP function enables users to retrieve solely the messages found in the inbox, with other webmail folders remaining hidden from the email client program.
- In shared accounts like team emails, POP can lead to confusion due to the lack of synchronization between email programs and the server.
When IMAP is most appropriate for receiving emails
Select IMAP if:
- Receives and sends emails using multiple devices, like a computer and a smartphone.
- Desires more control over organizing messages on the server by creating folders and labels that sync across all devices.
- Sharing an email account with multiple users is a frequent occurrence, particularly in generic emails like contact@domain and sales@domain.
- There is sufficient server space available to store all emails.
Benefits of utilizing IMAP:
- If there are issues with the device, emails are securely stored on the server to prevent loss.
- Synchronization with the server guarantees that all devices and/or users see identical inbox, folders, and settings.
Drawbacks of utilizing IMAP:
- Messages and attachments use up server storage space, which may pose an issue in plans with limited storage capacity.
- It might be difficult to access all messages without an internet connection at that moment.
If you heavily rely on email and desire additional features, IMAP is the ideal choice. Yet, hosting server email usage can occupy your site’s space. To address this, consider opting for a separate email service like Google Workspace. For further details, refer to our article comparing Google Workspace email and hosting-provided email.
When employing SMTP
SMTP is consistently utilized for sending emails, irrespective of the selected protocol for message retrieval (POP or IMAP).
Summary
Email receiving and sending protocols are essential for utilizing email in programs and applications on the user’s device, with the selection of the protocol varying in significance based on the intended purpose and usage of the email service.
POP, also known as POP3, employs a download procedure to fetch server messages directly without synchronizing settings or folders. It may appeal more to individuals with limited server storage for emails. Nonetheless, there is a risk of losing all emails if the device storing the messages experiences a malfunction.
IMAP is a advanced protocol that syncs the email server with user programs and applications, making it an appealing option for users with continuous internet access. However, users should be mindful of storage space as all messages are stored on the server unless deleted manually.
SMTP is the standard choice for sending emails.
Explore the top professional email services available on the market by checking out our comparison of the best email providers worldwide. Make an informed decision now that you are familiar with POP, IMAP, and SMTP.
Published on 23/10/2018 and revised on 16/06/2023.
Concepts labeled as Tags